Accounting and invoicing for clubs and non-profits
Membership fees, pitch hire, a club fête, grants: a club has many small money flows and a treasurer who is meant to keep it all in hand on the side. Saldiqo bills fees to all members at once, prepares direct debits and keeps the areas apart.
What comes up for clubs and non-profits
Fees for many members
Yearly or quarterly fees for 50, 200 or 1,000 members are a lot of effort that repeats every year.
Several areas
Sections, youth, club fête, catering: each area has its own income and expenses, and grants are often tied to a purpose.
Volunteers who change
The treasurer changes, the records stay. A system that is understandable without prior knowledge saves time at every handover.
Audit and transparency
Auditors and the board want to follow what money was spent on, without being able to change the entries.
How Saldiqo helps
- Invoice run for membership feesYou upload the member list as CSV and Saldiqo creates all fee invoices as drafts. After checking, you finalise them together.
- Direct debit with mandatesFor members with a mandate Saldiqo creates the SEPA direct debit file for online banking.
- Cost centres per sectionAssign income and expenses to sections or events and see in the report what each area brings in and costs.
- Open fees and remindersAfter the bank statement you see who has not paid yet and send a friendly reminder.
- Read-only role for auditorsAuditors and tax advisers get their own login with the read-only role, see receipts and reports and cannot change anything.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Membership fee 2027, adults
- Membership fee 2027, juniors under 18
- Hall hire for the summer fête
- Entry fee for the tournament, single entrant
- Advert in the festival programme
- Joining fee
Tax and invoicing in Malta
What applies to invoices in Malta, in short. As of October 2026.
- VAT
- Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
- Article 11 small undertakings
- With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
- Tax invoice or fiscal receipt
- A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
- Invoice timing
- Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
- E-invoicing
- There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
- VAT returns
- Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
- Record keeping
- VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
- Late payment
- Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
- Languages
- Use Saldiqo in English or Maltese and send invoices in either language.
Frequently asked questions
Can I bill fees to all members at once?
Yes. With an invoice run you create all invoices as drafts from a CSV file and finalise them together. Afterwards you see who has paid.
Does Saldiqo create donation receipts?
No. Saldiqo does not create donation receipts. It is for fees, invoices, expenses and payments.
Can I keep the areas of the club apart?
Yes, with cost centres. You assign income and expenses to a section or a fête and see the report per cost centre. How you separate the tax areas, you clear with your tax adviser.
Do clubs and non-profits in Malta have to charge VAT?
If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.
Do clubs and non-profits in Malta need a fiscal receipt?
Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.
How long should clubs and non-profits keep invoices?
VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.